EPO – Expense claim
User manual
Table of content
Introduction
Glossary
Web application
Dashboard
Filling out the header fields
Filling out the detail line(s)
File attachments
Viewing the tabs below the detail lines
Submitting an expense claim
Submitted expense claims
Pending
Rejected documents
History
Viewing the expense claim documents & generated PDF reports
Generating the PDF report
Emailing the expense claim report

Introduction

This user manual explains the expense claim module inside the Asamco platform.

Glossary

The status symbols are as follows:
= EPO module (This button takes you directly into the E-Procurement Online app)
= Expense claim module (This button takes you in the EC creation)
= PDF Report (This button generates the PDF document report when clicked)
= Email Report (This button allows you to email the PDF document report)
= Save the EC (This button allows you save the EC draft, which you can submit at a later stage)
= Submit the EC (This button allows you to submit the EC)

Web application

Sign into the Asamco portal using this link: {+}https://asamco-portal.azurewebsites.net/#!/auth/login+
You should see the login page displayed as shown below:
Fill in your username and password and you will now be logged into the portal. Note that as the portal is developed the appearance might change slightly.
After logging in please select the relevant organisation you want to work in. For this user manual we will be selecting the Asamco (demo) organisation.

Click on the Asamco (demo) organisation and you will be presented with the companies and the connected applications that are linked to each company.

After clicking on the Asamco B.V. company, you will be presented with an overview of all the connected applications linked to that company. The connected applications you can see here are managed by permissions that can be different for each company and are assigned by your organisation's administrator.


To submit a new expense claim please open the EPO application.

Dashboard

The portal works on a "single sign in" principle, once you have logged into the portal, all the application logins are handled by the portal itself. The first screen you will see after logging in is the "Dashboard". The dashboard currently shown is from a superuser, it is possible that your dashboard looks different as different or lesser permissions were assigned to your profile.
In case you feel like you are missing something, please address this request to your organisation administrator. In addition, the dashboard shows you the documents that you have submitted and that are still pending approval. You can create a new expense claim using the "expense claim" button on the dashboard or the "expense claim" node on the left tree menu.
After you have clicked the "expense claim" button you will see the following screen displayed as shown below.
Note: that depending on permissions you might have more or less icons available on your dashboard.

After you have clicked the "expense claim" button you will see the following screen displayed:

Filling out the header fields

The steps mentioned below will take you through the submission of an EC:

1. 1. Supplier: This field is automatically filled in with your name (as you can only request an EC for yourself).
   2. Currency: This field is automatically filled in with your home currency of the database.
   3. Date: This field will be defaulted to today's date.
   4. Workflow: Select the workflow, applicable to your EC. The workflow will determine the approval steps required before the EC will be fully approved (see the image below).
   5. Amount (optional): Specify the cash advance that was received that will be settled with this EC.
   6. Purpose: Select the purpose for your EC request from the provided list. Note that the list with purposes is maintained by your EPO administrator and can be updated.
   7. Start date: Select the start date for the EC.
   8. Description: Provide further details/description for your EC.

Example workflow:

NOTE: ECs are posted directly to the accounts payable account.
NOTE: EPO will automatically create a supplier account for the first time the employee is using EPO. A pop-up will be shown where the employee can capture all the relevant information for the system to create and subsequently pay the EC.

Filling out the detail line(s)

Click on the "+" sign to create a new detail line.
 The following fields need to be filled in per detail line within an EC:

1. Budget code: Select the general ledger account of your detail line. You can use a "wild card" search to select the correct GL account, you can search for a part of the description or for the account number. EPO will recognize both. Note that the GL accounts that are available in the dropdown are managed by your EPO administrator, should you miss an account, please consult your administrator.
2. Currency: This field is automatically filled in with your default currency. You can, however, pick from a list with other currencies.
3. Description: Provide details/description for your EC line.
4. Additional information: Provide additional information for this EC line.
5. Quantity: Specify the quantity of the line item.
6. Price: Specify the unit price per item for the line.
7. Tax type: Specify the tax type for the line (if applicable).

Once all the mandatory information has been added to your detail line(s) you can click on the "save" icon as shown below to add these line(s) to your EC.

File attachments

It is possible to add attachments to an EC. The added files will be linked to the EC and will be stored with a link to this "EC". This can be used to upload your supporting documentation for the EC such as the receipts and slips for the expenses you are claiming from the company.
_There are two ways to upload a file:_

1. Select the documents and drag and drop it in the red bordered field, as shown in the image on the right. Next, the system will upload the file to this EC. A new screen will pop up at the top of your screen (see the image below). Here, you need to select the file category for this document. Click save to finish the upload.
2. Click on "select files" (see the image on the right) which will open the file explorer with your documents. From there you can select the document you want to upload to the EC. Again, the category needs to be selected before the file can be attached to the EC (see image below). Click save to finish the upload.

 
The following list shows the default categories, these categories are editable upon request. Your EPO administrator can help with that.

Viewing the tabs below the detail lines

Below the detail lines you will see multiple tabs where you can view the bank details, budget vs actual figures (based on the company's configuration for the budget vs actuals comparison), the workflow steps, personal details, and a message tab where you can type out your "external messages".

You can review the bank details; these are the bank details that are stored in the system in order to pay out the expense claim. If applicable, you can indicate that for this specific expense claim - you prefer to use a different bank account. By ticking the box "Use other account number and branch code", the field will become editable, and you can indicate a different bank account. Please note that based on the country settings, the screen might look slightly different.



Messages
In the EC messages, you can post any internal messages from here and it will be saved to the EC.

Submitting an expense claim

Once all the detail lines and all mandatory information have been added to the EC, you can submit the EC.

• To submit the EC, click on the blue paper plane button (see the image below). Note that when a workflow is enabled the EC will be submitted through the selected workflow, otherwise the EC will be booked directly.
• By clicking on the green "save" button, you can save the EC to a draft.

Submitted expense claims

Once your EC has been submitted the system will automatically generate a PO number as you will see in this success notification message below:
This is because the employees are setup as supplier and therefore the expense claim will be booked as a purchase order document. To avoid gaps in the numbering sequence, the expense claims submitted are assigned the next purchase order number as stored in your Sage Evolution database. Click "Ok" and the pending tab will be displayed or click on "New" to create a new EC.

Pending

The following overview screen will show all documents that are not yet fully approved. This will include your submitted EC's. This is where an EC is first listed after you have submitted it provided a workflow is configured.

After scrolling to the right of the screen (as shown above) you will see the following buttons on the right of each document that provide various courses of action:

1. Email report directly from EPO.
2. Preview the PDF.
3. See an overview of the detail lines.
4. Preview and download attachments

1. View and edit document within EPO

Rejected documents

This overview screen ("Overviews" >> "Rejected") shows all rejected documents. Note that like the other overview pages, this screen (by default) will only show the documents which are either rejected by you or are rejected documents you have submitted (see the image below).

By clicking on "view" (red bordered in the image above), you can open the document and see all its details. This will also show the reason for rejecting the document, this will be shown in the message box (see messages). Note that if a document has been rejected by you or one of the approvers, it will be available for editing again.
By clicking on "reactivate" (red bordered in the image above), you can – after editing it - resubmit the document. This will re-submit the document through the approval workflow, where the approvers need to approve it again.

History

This overview screen ("Overviews" >> "History") shows all fully approved/processed documents. You can easily recognize the type of document based on the icon in the second column, by virtue of the type of filter you can easily filter the overview, by clicking the box in the first column of the overview and clicking on the "Archive selected items", you can archive the according item. By archiving the EC, you indicate that they are completely handled and that no further process remains.

Viewing the expense claim documents & generated PDF reports

To view the EC's documents or the generated PDF reports, scroll to the far right of the screen in the history page.

The document attachments can also be viewed and downloaded directly from within the history folder by clicking the green folder button to view the attachments or the download button to download the file.

Generating the PDF report

Generate the PDF document by clicking the PDF button, the report will be generated with the report layout that is configured.

Emailing the expense claim report

To email the PDF report(s) click on the orange email button as shown below:

You will then see the window pop up (as shown below). Here you can easily fill out the desired email addresses, CC participants, and/or BCC participants. You can then define your subject title, and lastly include your message for the reason the EC is being shared.